financial, reporting and practical issues per mogensen, dasti
TRANSCRIPT
Financial,Reporting
and Practical issues
Per Mogensen, DASTI
Why report?
1. Contractual obligations to the Commission
2. Internal management
ICT-AGRI 2 timeline
Month 181. Interim report
Month 362. Interim report
Month 48Final report
1. Contractual obligations to the Commission
When to report
1. Contractual obligations to the Commission
ICT-AGRI 2 timeline
Month 181. Interim report
Month 362. Interim report
Month 48Final report
1. Interim payment(Within 105 days of receipt of 18 month report)
Pre-finance payment(Within 45 days of project start)
2. Interim payment(Within 105 days of receipt of 36 month report)
Final payment(Within 105 days of ...)
When do we get paid?
ICT-AGRI 2 timeline
Month 18Form C
Month 36Form C
Month 48Form C
1. Contractual obligations to the Commission
What you need to do:1. Fill out and submit Form C via the Commission’s online portal (Participants portal).
2. Assist Coordinator/WP leader by providing any other requested documents.This could e.g. be contribution to a Deliverable. Deliverables will be collected when due -following the DoW deadlines – NOT restricted to the 18-monthly reports.
ICT-AGRI 2 timeline
Month 18Form C
Month 36Form C
Month 48Form C
1. Contractual obligations to the Commission
What you need to do:1. Fill out and submit Form C via the Commission’s online portal (Participants portal).
Coordinator will send out reminder/templates etc. when the time comes...
2. Assist Coordinator/WP leader by timely delivering on any other requests.This could e.g. be contribution to a Deliverable. Deliverables will be collected when due -following the DoW deadlines – NOT restricted to the 18-month reports.
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ICT-AGRI 2 timeline
Month 18Form C
Month 36Form C
Month 48Form C
1. Contractual obligations to the Commission
What you need to do:3. WP Leaders: Keep a close eye on the deadlines for your Deliverables.
Coordinator will provide a template for reporting on Deliverables. WP Leaders areresponsible for collecting needed input from partners and for producing a final reporton the deliverable ready for upload to the Commission.
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1. Contractual obligations to the Commission
1. Contractual obligations to the Commission
1. Contractual obligations to the Commission
1. Contractual obligations to the Commission
1. Contractual obligations to the Commission
1. Contractual obligations to the Commission
Eligible costsTo be considered eligible costs must be:• Actually incurred (actual costs) - they must be real and not estimated, budgeted
or imputed• Incurred by the beneficiary• Connected to the project• Incurred during the duration of the project, with the exception of costs relating
to final reports and certificates on the financial statements• Determined according to the usual accounting and management principles and
practices of the beneficiary identifiable and verifiable• Used for the sole purpose of achieving the objectives of the project and its
expected results, in a manner consistent with the principles of economy, efficiency and effectiveness
• Recorded in the accounts of the beneficiary and, in the case of any contribution from third parties, recorded in the accounts of the third parties
• Indicated in the estimated overall budget annexed to the Grant Agreement.
Direct costs
Direct costs are all those eligible costs which can be attributed directly to ICT-AGRI 2 and are identified by the beneficiary as such. This includes:
• The cost of personnel working on ICT-AGRI 2• Travel and subsistence allowances for staff taking part
in project meetings• The costs of consumables and supplies provided they
are identifiable and assigned to the project• Subcontracting• Conference fees
Indirect costs
Indirect costs are all those eligible costs which cannot be identified by the beneficiary as being directly attributed to the project, but which can be identified and justified by its accounting system as being incurred in direct relationship with the eligible direct costs attributed to the project. Indirect costs, also called overheads, are all the structural and support costs of an administrative, technical and logistical nature which are cross-cutting for the operation of the beneficiary body's various activities and cannot therefore be attributed in full to the project.Indirect costs will be reimbursed at a rate of max. 7%.
Non-eligible costs• identifiable indirect taxes including value added tax
• duties: mean the amount assessed on an imported or (less often) exported item, nearly equivalent to taxes, embracing all taxation or charges levied on persons or things [or the tax imposed on the importation, exportation, or consumption of goods].
• interest owed,
• provisions for possible future losses or charges,
• exchange losses, cost related to return on capital,
• costs declared or incurred, or reimbursed in respect of another EU/Euratom project, (hereby avoiding double funding )
• debt and debt service charges, excessive or reckless expenditure
1. Contractual obligations to the Commission
Things to remember:1. The Pre-finance paid to you is NOT yours until the project has ended.
This means that you will be asked to pay back the difference between what you have received during the project and what you have claimed via Form C at the end of theproject.
2. 15% of your budget is retained until final payment.This means that your 2. interim payment may be less than the reported expenditure.
3. You can claim costs incurred up to 60 days after the final reporting period (After theend of ICT-AGRI 2). However, only for costs relating to the final report.
4. You can claim a maximum of 7% for Indirect costs.
5. You can be audited up to 5 years AFTER the project has ended.So keep any receipts/ timeregistration etc. until then!
2. Internal management
ICT-AGRI 2 timeline
Internal reportEvery 6 months
When to report
2. Internal management
2. Internal management
How to report
Use the templates/online facility provided by CoordinatorThey will be provided by Coordinator in time for the first 6-month report
What you need to do:
2. Internal management
1. All partners: a) Submit a financial report to Coordinator
This includes: Personnel costs, Travel & subsistence and Other direct costs
b) Provide information to WP Leaders to support the Activity reportsWP Leaders will tell you what they need
2. WP Leaders: Submit a WP Activity report
Collect the needed data from relevant partnersA template will be provided by Coordiantor
2. Internal management
Things to remember:
1. Every 6 month: Fill in and submit the financial report to Coordinator.Coordinator will send out invitations/reminders to fill in 6-month reports, templatesand other relevant documents after each 6 month period.
2. If you are WP Leader: Collect relevant information from the WP participants andsubmit an Activity report for your WP to Coordinator.Coordinator will send out invitations/reminders to fill in 6-month reports templatesand other relevant documents after each 6 month period.
3. Pay attention to comments in the reporting templates.
And... *** Please respects the deadlines! ***
For more informationPlease consult:
• ICT-AGRI 2 Grant Agreement
• ICT-AGRI 2 Consortium Agreement
• Guidance Notes on Project Reporting
• Guide to Financial Issues
• Participant Portal – User’s guide
• FP7 Grant Agreement - Annex II – General Conditions
• … or ask the ICT-AGRI 2 Management Team
Any questions?
ICT-AGRI 2 Management Team:
• Niels Gøtke, Coordinator, DASTI ([email protected])
• Iver Thysen, Manager, DASTI ([email protected])
• Per Mogensen, Manager, DASTI ([email protected])
PaymentsOverview
Partner # Partner name Personnel cost Subcontracting Other Direct costs Overheads Total per PartnerPre-finance
payment
Max. 18 month interim
payment
36 month interim payment
(estimated)Final payment
1 DASTI 247.000,00€ -€ 44.600,00€ 20.412,00€ 312.012,00€ 150.805,76€ 130.005,04€ -€ 31.201,20€ 2 DAFA 65.100,00€ -€ 7.400,00€ 5.075,00€ 77.575,00€ 37.494,57€ 32.322,93€ -€ 7.757,50€ 3 ILVO 116.850,00€ -€ 11.500,00€ 8.984,50€ 137.334,50€ 66.378,32€ 57.222,73€ -€ 13.733,45€ 4 IWT 86.250,00€ -€ 7.400,00€ 6.555,50€ 100.205,50€ 48.432,64€ 41.752,31€ -€ 10.020,55€ 5 MMM 26.100,00€ -€ 5.300,00€ 2.198,00€ 33.598,00€ 16.239,03€ 13.999,17€ -€ 3.359,80€ 6 IRSTEA 58.750,00€ -€ 17.400,00€ 5.330,50€ 81.480,50€ 39.382,23€ 33.950,22€ -€ 8.148,05€ 7 BLE 145.600,00€ -€ 67.400,00€ 14.910,00€ 227.910,00€ 110.156,47€ 94.962,53€ -€ 22.791,00€ 8 BMEL -€ -€ 4.800,00€ 336,00€ 5.136,00€ 2.482,40€ 2.140,00€ -€ 513,60€ 9 GRNET 33.600,00€ -€ 9.500,00€ 3.017,00€ 46.117,00€ 22.289,88€ 19.215,42€ -€ 4.611,70€
10 TEAGASC 160.000,00€ -€ 9.500,00€ 11.865,00€ 181.365,00€ 87.659,73€ 75.568,77€ -€ 18.136,50€ 11 MARD 27.000,00€ -€ 5.300,00€ 2.261,00€ 34.561,00€ 16.704,48€ 14.400,42€ -€ 3.456,10€ 12 MiPAAF 63.000,00€ -€ 7.400,00€ 4.928,00€ 75.328,00€ 36.408,52€ 31.386,68€ -€ 7.532,80€ 13 LAS 36.750,00€ -€ 7.400,00€ 3.090,50€ 47.240,50€ 22.832,90€ 19.683,55€ -€ 4.724,05€ 14 ASU 15.750,00€ -€ 5.300,00€ 1.473,50€ 22.523,50€ 10.886,36€ 9.384,79€ -€ 2.252,35€ 15 MEA -€ -€ 4.800,00€ 336,00€ 5.136,00€ 2.482,40€ 2.140,00€ -€ 513,60€ 16 TNO 120.000,00€ -€ 20.200,00€ 9.814,00€ 150.014,00€ 72.506,75€ 62.505,85€ -€ 15.001,40€ 17 DLO 130.500,00€ -€ 11.600,00€ 9.947,00€ 152.047,00€ 73.489,36€ 63.352,94€ -€ 15.204,70€ 18 FOAG 163.350,00€ -€ 9.500,00€ 12.099,50€ 184.949,50€ 89.392,23€ 77.062,32€ -€ 18.494,95€ 19 INFO MURCIA 40.800,00€ -€ 5.300,00€ 3.227,00€ 49.327,00€ 23.841,38€ 20.552,92€ -€ 4.932,70€ 20 FCTA 22.050,00€ -€ 5.300,00€ 1.914,50€ 29.264,50€ 14.144,50€ 12.193,55€ -€ 2.926,45€ 21 GDAR 12.600,00€ -€ 5.300,00€ 1.253,00€ 19.153,00€ 9.257,28€ 7.980,42€ -€ 1.915,30€ 22 TUBITAK 12.600,00€ -€ 5.300,00€ 1.253,00€ 19.153,00€ 9.257,28€ 7.980,42€ -€ 1.915,30€ 23 DEFRA -€ -€ 5.300,00€ 371,00€ 5.671,00€ 2.740,98€ 2.362,92€ -€ 567,10€
Total 1.583.650,00€ -€ 282.800,00€ 130.651,50€ 1.997.101,50€ 965.265,46€ 832.125,90€ -€ 199.710,15€
PaymentsTotal Budget See also the DoW
